JOB TITLE: RECORDS SPECIALIST 1

JOB CODE: 47611

SERIES NATURE OF WORK: The Records Specialist series describes work in the operation of an inmate records control program within the Department of Corrections.

DEFINITION: This is beginning level technical work in the creation, maintenance, and retention of inmates’ criminal history and identification records in a central office environment or a state correctional facility without diagnostic and classification authority.

An employee in this job is responsible for assisting in the compilation, review, evaluation, and/or validation of inmate records. Work involves gathering documentation from a variety of sources in response to requests for information; compiling information and preparing correspondence, reports, and other documents; and maintaining up-to-date inmate records. At a state correctional facility, work also involves processing incoming and outgoing inmate transfer records and may include photographing and fingerprinting inmates and performing sentence computations. In a central office environment, work also includes reviewing, interpreting, and applying relevant court orders for the purpose of performing certified sentence computations. Work is initially performed under close supervision of a Records Supervisor with increasing independence as procedures are learned. Work is reviewed for adherence to established policies, procedures, and processes through conferences, reports, and inspection of results.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Assists in collecting inmates’ criminal history and identification records by interviewing inmates, making inquiries to local and out-of-state law enforcement agencies, and contacting committing courts.

• Assists in evaluating records to determine inmate eligibility for the Justice Reinvestment Initiative 2 (JRI2) program.

• Participates in processing inmate population movements to and from a facility to include assembling all pertinent records from various departments within the facility and arranging for proper disposition of personal effects.

• Assists in the compilation of statistical data utilized to develop reports.

• Participates in photographing and fingerprinting inmates during reception and release.

• Participates in performing sentence computations to ensure timely presentation for parole consideration or discharge at the expiration of maximum sentence.

• Identifies inmates meeting the criteria for Megan’s Law and completes their registration.

• Participates in identifying and scheduling inmates for DNA testing and collecting samples.

• Gathers information and drafts responses to inmate inquiries for routine information regarding sentence status, detainers, and other non-confidential information.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.

• Ability to perform basic mathematical computations.

• Ability to sort and file information.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• Two years of clerical or correctional custodial experience;

or

• An equivalent combination of experience and training.